Job summary
We're on the lookout for an enthusiastic and motivated individual to join our vibrant and supportive team, dedicated to making a real impact across the South West! You'll play a vital role in supporting the 7 Integrated Care Boards (ICBs) with the commissioning and contract management of Community Pharmacy and Optometry services.
As part of the Collaborative Commissioning Hub, youll work closely with the ICBs, with a flexible mix of office-based work within the South West (2-3 days per week). This is a key position within the team, where you'll take the lead on Optometry Service contracting while also providing valuable support to the Community Pharmacy contracting team.
If you're looking for an exciting opportunity to contribute to shaping healthcare services and work with a dynamic group of professionals, we want to hear from you!
Interview Date - 3rd March 2025.
Main duties of the job
The role will principally be to support the Community Optometry
contracting team and will involve a variety of tasks including:
- Managing a generic
inbox responding to Community Optometry contractor
queries and cover for Community Pharmacy inbox when required.
- Managing complaints,
freedom and information request, MP queries and incidents received relating to
both Community Pharmacy and Community Optometry.
- Support with processing
contractual applications or variations relating to Community Optometry
providers in liaison with the NHS Business Services Authority.
- Logging reports of temporary
closures.
- Admin support for the Quality
in Optometry assurance process for Community Optometry providers, including
scheduling of visits and all associated documentation and correspondence.
- Supporting meetings as
required (creation of agendas and note taking)
About us
NHS Somerset Integrated Care Board (ICB) is responsible for implementing a health and care strategy developed by the Integrated Care Partnership. It consists of approximately 350 staff across 8 directorates, each with multiple teams. We welcome applications from all backgrounds, including underrepresented groups, and are committed to equality of opportunity. We believe diverse organisations best reflect the communities they serve.
We reserve the right to close the vacancy early if sufficient applications are received before the advertised closing date.
Visa sponsorship is not offered.
Flexible working is available from day one, including an agile home/office-based approach. However, you will be required to traveling to other Somerset locations for meetings may be necessary. Please consider this before applying.
Note for existing NHS Employees applying for Fixed Term vacancies at NHS Somerset
If you are an existing NHS Employee and are applying for a Fixed Term role with NHS Somerset, the role will be offered on a secondment basis only.
You should gain agreement from your current employer before applying to allow you to be released on secondment.
Please ensure the reference section confirms your current HR Department details.
Thank you for your interest
Job description
Job responsibilities
Purpose
of the role
This post is designed to support commissioning activities
for pharmacy and optometry as part of the NHS South West Collaborative
Commissioning Hub team, including providing admin and project support.
The NHS South West Collaborative
Commissioning Hub Team is responsible for supporting the 7 Integrated Care
Boards (ICBs) across the South West with commissioning and contract
management of:
- Primary and Secondary Care Dental Services
- Community Pharmacy
- Dispensing Practices
- Community Opticians
This includes engaging with key local system
stakeholders, to ensure commissioned services are responsive to evidenced
local need and are inline with national commissioning guides.
The team also provides expert advice and support to ICBs
with regard to Delegated Commissioning of Primary Care Services.
Alongside this work, the team are responsible for supporting
the 7 ICBs with regard to transformation of the primary care services listed
above.
Key
responsibilities of the role
Provide secretarial/ and or administration support and
advice to the team to support a number of initiatives by:
- Taking telephone calls for others in the team when they
are unavailable and expected to use their initiative when dealing with phone
calls and messages.
- Undertaking all administrative duties such as
photocopying and sorting and prioritising mail and e-mail where required, distributing
as appropriate
- Managing the electronic diary for the department,
including arranging and changing appointments, prioritising these as
appropriate.
- Ensure all urgent and/or confidential communications are
received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as directed, providing all
necessary supporting in local materials.
- Supporting teams in project management and participating
in department events.
- Required to input, monitor and check data produced and
required for on-going programmes and projects.
- Working with all team members in the collection of
information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and
responding effectively with complex queries from stakeholders and passing on
relevant information to appropriate team members sensitively and
autonomously.
- Supplying the relevant information required for financial
management, supporting the head of department and teams by checking and
sending invoices for payment.
- Running and collating reports which may include reports
to the Board and senior management as required.
- Developing and maintaining effective electronic filing
systems, to ensure that information is kept securely and is accessible to
other members of the team
- Preparing agendas, taking minutes and distributing notes
of meetings including typing up of group discussions and interviews as
necessary.
- Supervises staff in day to day activities as directed,
allocating and checking work as necessary.
- Working together with other administrators across the
Commissioning Hub to provide an effective network of communication including
dealing with visitors to the base and being flexible to cover other
administrators general duties as required.
- Providing guidance and advice on relevant policies and
procedures.
- Participate in Research and Development activities when
required and as directed.
- To carry out other appropriate delegated duties as
required.
Freedom
to Act
- To use your own initiative and act independently
regarding management of diaries, travel arrangements, and make appropriate
decisions taking financial and logistical considerations into account
- To take forward specific project issues and actions.
- To assess and evaluate priorities to meet changes in
demand
- To work unsupervised and without direction on occasion,
whilst recognising the need to refer to others for support/guidance when
required
Working
Conditions/ Effort
- Extensive VDU use
- Will have periods of intense concentration, particularly
when transcribing minutes. Must be able to manage frequent interruptions.
Occasionally required to have difficult conversations
with peers in external organisations
Job description
Job responsibilities
Purpose
of the role
This post is designed to support commissioning activities
for pharmacy and optometry as part of the NHS South West Collaborative
Commissioning Hub team, including providing admin and project support.
The NHS South West Collaborative
Commissioning Hub Team is responsible for supporting the 7 Integrated Care
Boards (ICBs) across the South West with commissioning and contract
management of:
- Primary and Secondary Care Dental Services
- Community Pharmacy
- Dispensing Practices
- Community Opticians
This includes engaging with key local system
stakeholders, to ensure commissioned services are responsive to evidenced
local need and are inline with national commissioning guides.
The team also provides expert advice and support to ICBs
with regard to Delegated Commissioning of Primary Care Services.
Alongside this work, the team are responsible for supporting
the 7 ICBs with regard to transformation of the primary care services listed
above.
Key
responsibilities of the role
Provide secretarial/ and or administration support and
advice to the team to support a number of initiatives by:
- Taking telephone calls for others in the team when they
are unavailable and expected to use their initiative when dealing with phone
calls and messages.
- Undertaking all administrative duties such as
photocopying and sorting and prioritising mail and e-mail where required, distributing
as appropriate
- Managing the electronic diary for the department,
including arranging and changing appointments, prioritising these as
appropriate.
- Ensure all urgent and/or confidential communications are
received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as directed, providing all
necessary supporting in local materials.
- Supporting teams in project management and participating
in department events.
- Required to input, monitor and check data produced and
required for on-going programmes and projects.
- Working with all team members in the collection of
information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and
responding effectively with complex queries from stakeholders and passing on
relevant information to appropriate team members sensitively and
autonomously.
- Supplying the relevant information required for financial
management, supporting the head of department and teams by checking and
sending invoices for payment.
- Running and collating reports which may include reports
to the Board and senior management as required.
- Developing and maintaining effective electronic filing
systems, to ensure that information is kept securely and is accessible to
other members of the team
- Preparing agendas, taking minutes and distributing notes
of meetings including typing up of group discussions and interviews as
necessary.
- Supervises staff in day to day activities as directed,
allocating and checking work as necessary.
- Working together with other administrators across the
Commissioning Hub to provide an effective network of communication including
dealing with visitors to the base and being flexible to cover other
administrators general duties as required.
- Providing guidance and advice on relevant policies and
procedures.
- Participate in Research and Development activities when
required and as directed.
- To carry out other appropriate delegated duties as
required.
Freedom
to Act
- To use your own initiative and act independently
regarding management of diaries, travel arrangements, and make appropriate
decisions taking financial and logistical considerations into account
- To take forward specific project issues and actions.
- To assess and evaluate priorities to meet changes in
demand
- To work unsupervised and without direction on occasion,
whilst recognising the need to refer to others for support/guidance when
required
Working
Conditions/ Effort
- Extensive VDU use
- Will have periods of intense concentration, particularly
when transcribing minutes. Must be able to manage frequent interruptions.
Occasionally required to have difficult conversations
with peers in external organisations
Person Specification
Experience
Essential
- Proven experience of working within administration
- Proven experience of working in a busy office/administration environment
- Organising meetings and taking comprehensive accurate minutes
- Setting up and maintaining effective administrative office Systems, both electronic and paper based
- Drafting agendas and outlining meeting papers
- House-styling and formatting documents
- Undertaking project management assistance, e.g. co- ordinating and collecting information
- Communicating and liaising with all levels of staff and with external stakeholders
- Clear communicator with excellent writing, data entry and presentation skills:
- Capable of constructing and delivering clear information/ instructions to staff and service users
Qualifications
Essential
- NVQ Level 3 in a relevant subject,
- or equivalent level of qualification or significant equivalent previous proven experience
- or
- 5 GCSE Grade 3 or equivalent including English and Maths
- Demonstrable evidence of continuing professional development
Knowledge and Skills
Essential
- Competent user of MS Office packages, specifically Word, Excel, PowerPoint and Outlook
- Ability to apply good problem solving skills, e.g. in complex diary scheduling or working across organisations to gather data
- Ability to respond to sudden unexpected demands and to adapt quickly to changing priorities
- Ability to be proactive and plan ahead, to allow for fluctuations in demand
- Knowledge of NHS issues
Personal Statement / Motivation for Applying
Essential
- Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.
Person Specification
Experience
Essential
- Proven experience of working within administration
- Proven experience of working in a busy office/administration environment
- Organising meetings and taking comprehensive accurate minutes
- Setting up and maintaining effective administrative office Systems, both electronic and paper based
- Drafting agendas and outlining meeting papers
- House-styling and formatting documents
- Undertaking project management assistance, e.g. co- ordinating and collecting information
- Communicating and liaising with all levels of staff and with external stakeholders
- Clear communicator with excellent writing, data entry and presentation skills:
- Capable of constructing and delivering clear information/ instructions to staff and service users
Qualifications
Essential
- NVQ Level 3 in a relevant subject,
- or equivalent level of qualification or significant equivalent previous proven experience
- or
- 5 GCSE Grade 3 or equivalent including English and Maths
- Demonstrable evidence of continuing professional development
Knowledge and Skills
Essential
- Competent user of MS Office packages, specifically Word, Excel, PowerPoint and Outlook
- Ability to apply good problem solving skills, e.g. in complex diary scheduling or working across organisations to gather data
- Ability to respond to sudden unexpected demands and to adapt quickly to changing priorities
- Ability to be proactive and plan ahead, to allow for fluctuations in demand
- Knowledge of NHS issues
Personal Statement / Motivation for Applying
Essential
- Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.
